Cancellation Policy and Service Deposits
Aesthetic Record’s Cancellation Policy & Service Deposits platform empowers practices to take control of their schedule, protect provider time, and minimize last-minute cancellations — all without compromising patient relationships.
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Financial Protection That Works as Hard as You Do
Stop letting no-shows drain your day and your profits. By requiring a credit card authorization or deposit at booking, you create built-in accountability while keeping every transaction secure inside Aesthetic Record’s financial ecosystem.
Card-on-File Security
Payment details are stored safely within AR Pay’s PCI-compliant vault.
Automatic Deposit Collection
Collect deposits at booking — online, by phone, or in person using AR Pay’s various payment options.
Instant Policy Enforcement
Apply pre-set rules to charge cancellation fees automatically when appointment changes are made outside of the acceptable timeframe.
Prevent Cancellations Before They Happen
Deposits aren’t just protection — they’re motivation. Patients who invest upfront are far more likely to honor their appointments, creating a consistent schedule and smoother day-to-day flow.
Custom Deposit Amounts
Set custom deposit amounts by service. Once a patient pays at the time of booking, the deposit is stored in the Patient Wallet until treatment.
Provider Time Protection
With cancellation fees and deposits, you likely won’t recover all the potential revenue of a missed appointment, but you can cover the provider time so your practice doesn’t lose money on no shows.
Customizable Policies for Every Practice
From single-provider startups to multi-location enterprises, your policy fits your workflow. Easily define and manage your cancellation terms in a few clicks — no manual tracking or awkward conversations required.
Practice-Specific Settings
You can create your own custom verbiage, your cancellation window and the fee you will charge in the event of a cancelled appointment. If you want to truly customize each service, you can also utilize service deposits to guarantee revenue for more expensive treatments.
Transparent Communication
When patients are moving through the booking process, they are asked to acknowledge your cancellation policy before selecting their final time preferences. When they finalize their booking, the credit card authorization language is displayed for transparent communication.
Audit-Ready Records
Every deposit, policy acknowledgment, and transaction is tracked in AR. This documentation protects your practice in the event a patient disputes a charge for their cancellation fee.
Full Protection With No Additional Work Required
Because it’s built into the AR ecosystem, every cancellation policy ties directly to your calendar, checkout, and reporting. No extra apps, no disconnected data.
Automated Enrollment
Once you set your cancellation fees or service deposits, every patient who books online is automatically enrolled in the policy. If your staff books the patient, only they have the option to waive service deposits and skip the cancellation fee. You do have the option to disable card capture for certain services, for example, a new patient consult.
Staff Efficiency
Since the Aesthetic Record calendar is connected to AR Pay, if a patient fails to reschedule or cancel in the allowed timeframe, the system will do the work for you. The patient’s card on file is automatically charged, and they are sent a receipt via email. Your staff do not need to track cancellations in one system and charge patients in another. It’s one automated workflow that runs 24/7 without manual moving any information.
Continuous Optimization
If you realize your cancellation fee is too high and it’s deterring new bookings or your allowed timeframe is too generous, you can change your policies at any time and they will be instantly applied to your future bookings.
See Cancellation Policy and Service Deposits in Action
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